How to choose a conference venue
- Budget. Keep the bottom line in mind when tackling the logistics of your event. Take the time to learn about the cost…
- Location. Choosing a convenient location is one way to maximise attendance. Don’t forget to ask about public…
- Capacity. Ensure attendees have comfortable seating in all sessions, as well as space to relax…
Where can I find free meeting room and venue finders?
Findmeaconference – UK conference venues and meeting room venue finders. Findmeaconference is a free meeting room and venue finding service, which removes the hassle from choosing your desired conference venue for any corporate event or private function.
How to find the right event venue for your event?
With EVENTup, event planners will find it easy to browse venues with specific filters and review detailed information about availability and features. Once you discover a venue that fits your needs, you can connect instantly with event spaces and book locations quickly. 6. LiquidSpace
What should you consider when choosing a conference venue?
Having excessive food can break your budget. Conference venues often have food packages included or as an extra option. Negotiating with the venue and understanding exactly what you are going to get for your money is vital. The type of food you provide should completely depend on your guests.
How long does it take to find a conference venue?
Finding a conference venue is a lengthy and detailed process. The planning can begin up to a year in advance. From the offset, you start to think of all the things that need organizing. How do you find the right speakers?
How do I choose a conference venue?
How to choose a conference venueBudget. Keep the bottom line in mind when tackling the logistics of your event. … Location. Choosing a convenient location is one way to maximise attendance. … Capacity. … Features. … Staffing. … Branding. … Accommodation. … Venue Layout.More items…•
What factors are important when choosing conference destinations?
What factors are important when choosing conference destinations?Venue location. You may be hosting your event in a large city, just like Sydney, so you want to make sure your venue location is easy to get to and in a convenient space. … Catering options. … Audio/Visual. … Service. … Facilities. … Interior/Exterior.
How much does it cost to host a conference at a hotel?
On average, renting a hotel conference room runs from about $70 to $160 per hour. This means that for a standard two-hour meeting, you’ll end up paying $140 to $320 for the use of the venue. Rather than charging by the hour, some mid-range hotel chains may charge roughly $250 to $300 for the day.
Why is the location of a venue important for an event?
The right venue ensures that your event will be executed to any specifications, and that guests will be surprised and delighted by their experience, resulting in a favorable view of your company, or the clients you represent.
How do event planners consider selecting destination?
Uniqueness & Appeal The uniqueness and appeal of the destination you choose for your corporate event can have a lasting impact on your delegates. Incorporating local culture, sightseeing and cuisine into your event can improve the experience for your delegates.
What are the factors to be considered when selecting an event?
13 Important Things to Consider When Choosing Your Event VenueCost (and your budget) As you can imagine, everything comes down to cost, so we’ve listed it first. … Ambiance and mood. … Capacity and size. … Access to Wifi. … Parking. … Insurance. … Acoustics and sound. … Location.More items…
How much do conferences cost?
Estimate between $125 and $225 per person, per night.
How much should I charge to host an event?
On average, event planners should charge between 15-20% of the total cost of an event as part of their fee. Depending on the complexity of the program and the amount of time it takes to plan and execute an event, sometimes this is enough to cover a planner’s entire cost and source of profit.
How much does it cost to hold a seminar?
Seminar prices generally range from free to $150 per person. You’ll only be able to host around 25 people for a workshop so will need to charge $150 and higher to cover costs plus profit unless you can sell a lot of add-ons.
When should I start looking for a venue?
While on an average couples book the venue before 6-7 months of the wedding. While some families choose a longer courtship period so that they can give more time to each other and then decide the wedding venue date.
What is the most important factor in selecting a venue and why?
Location is one of the most important points on this list as your guests or attendees will be traveling to where the event will be hosted. The location should be centrally located and easy to access, identifiable, clean and secure. Hosting an event at an identifiable venue can bring comfort and legitimacy to an event.
What should an event manager consider when selecting a venue for an event?
Choosing the perfect venue for your special event is no easy task, and there are a lot of factors to consider. The venue’s price, available dates, location, parking availability, accommodations for your guests… the list of things to think about can go on and on and you do not want to make a costly mistake!
What is important when deciding to attend a conference?
Full, high-quality agenda But the agenda for the conference, the topics covered and depth promised, can give you a good clue. If you see consistent sets of content offered that you can immediately translate value to your role, job or company, that’s a really good sign.
What you think is important while choosing a hotel for a conference?
If you expect a lot of attendees to drive to the hotel, it should have a large enough parking lot to accommodate their cars. You should also look to see if there are restaurants, bars, and other attractions near the hotel, so conference attendees can have something entertaining to do in the evenings.
What are the criteria to choose a destination in mice?
An insight to the key features to choose the best MICE destination.Accesibility. The city must have enough hotel capacity and adaptability for guests attending the event. … Goals first. … Great activities program. … Users’ needs. … Infrastructure quality and original headquarters. … Magnificent weather.
What are the things to be considered for international conferences?
Here are four things to consider when planning an international event.Timing is key. When organising a local event, it’s easy to take things for granted. … Location is very important! … Offer something special. … Plan your schedule carefully.
How many people can fit in a venue?
For instance, if your event is expected to pull in at least 300 attendees, your venue capacity should comfortably fit 350 to 400 people.
What are the boxes to check off before committing to an event venue?
There are several boxes you must check off before committing to an event venue: technological needs, logistical hurdles, and, of course, the cost.
Why is WiFi important for events?
It’s important that you as an event planner and host have consistent connectivity to the internet. The best venues will have WiFi access available for your use on the day of your event.
What to do if venue has empty dates?
But if you come across a venue with a few empty dates, try to work in a rescheduling policy for a later date for a discounted rate. This way the venue won’t lose money on holding an extra date for you and you won’t have to cancel an event if problems arise.
What extra amenities can be included in an event?
These extra amenities can include: A/V equipment: Renting or buying A/V equipment is expensive, and it helps save money when your event venue already has lighting, speakers, microphones, and video equipment ready for you to use. If so, the venue will most likely offer the equipment as part of a packaged deal.
Why is it important to select a venue?
That’s why it’s important to select a venue that gives you some sort of flexibility in scheduling your event. For example, if your event may require a date change, it helps to book a venue with a few open dates around that time to use as rain dates.
What is the most important factor to consider when planning an event?
The location of your event is one of the most important factors to consider in the planning stage. Potential registrants will take travel costs and convenience into consideration when deciding whether to attend.
What to do if venue is not within walking distance?
If the venue is not within walking distance, check to see if the hotel will provide a shuttle service. If not, factor in the availability and expense of taxi or car services for participants.
What is the biggest factor in choosing an event destination?
1. Accessibility: The location of the event venue is paramount for maximizing event attendance. At 63%, accessibility is the biggest factor in choosing an event destination ( EventMB ). Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. If your attendees are comprised of VIP’s or high level executives and the only flights available require more than one leg, you may lose participants. Also, confirm that there is ample parking or valet services for attendees who chose to drive to the venue
How to start a venue selection process?
A great way to start your venue selection process is to fully imagine the event in your mind. Vision boarding can be a worthwhile exercise to prevent wasting precious dollars and hours to find the right venue, decor, rentals, entertainment or other event aspects that may not be aligned.
How much does a small venue charge per hour?
For a small event under approximately 30 people, you may be able to find a small venue that is available for around $100 per hour.
How many destinations does Cvent have?
Cvent offers way more than just venue sourcing (think: event registration, management, marketing, and more). But its venue database of 234,000+ destinations across the globe is a selling point on its own.
What to think about when hosting a function?
In addition to the date (s) of the event, there’s the matter of time — both duration and which part of the day the event will occur. Think about your favored venues during the same time you’d be hosting your function. Are they in places guests can easily get to? Is traffic or transportation an issue?
What is a wedding spot?
Wedding Spot is the first online site that helps you search, price, and compare wedding venues. You can see all the information you need about a venue such as its budget, location, style, and possible guest count.
What factors play into your event vision?
One of the largest factors that may play into your event vision is the event date . Not only will seasonality matter in most places worldwide, so will holidays, weekdays, weekends, indoor or outdoor activities and multi-day requirements.
When planning an event on a short timeline, do you have to have the luxury of thoroughly vetting venues?
When you’re planning an event on a short timeline, you don’t have the luxury of thoroughly vetting venues, let alone taking the time to find and select the right venue .
1. Venue Sourcing Tools
If you’re looking for a tool that will make sourcing your event space easier, there are plenty of resources available for your to choose from. Below you’ll find some helpful options to check out.
3. Speak with Your Network
If you’ve checked the reviews and still haven’t found anything you like, try talking to people you know in real life. According to SocialToast, we love keeping it in the family so much so, that 92% of individuals trust recommendations made by someone they know—even tangentially—over any other referral source.
4. A Competitive Advantage: See Where Other Events Are Held
Event venue trends vary by industry, but there are some locations that have certainly gained popularity with attendees across every niche. With a 3.7% increase in hotels costs and 3.5% rise in airfare prices in 2018, the rising expense of attending an event has also fueled the heightened expectations of conference attendees in recent years.
5. Research Recommended Venues
Companies like Bizzabo have already gone through the trouble of researching event spaces in popular cities that are both popular and highly rated by event organizers. Check out these curated lists to get an idea of what hidden gems you might be missing out on in your town:
6. Consult Other Stakeholders
Most event planners are fully responsible for all marketing, registering, organizing and execution. Why not expand the team a little by tapping into resources you don’t have to pay any extra? Chances are you already have some stakeholder for your conference. These include people like speakers, AV companies, and caterers.
7. Have a Clear Vision
It’s important to think through your event, step by step, before you begin to book locations. Especially when taking into account that many of these spaces tend to ask for a pre-event deposit. Make your vision crystal clear and you’ll find the whole event venue search process a whole lot easier.
8. Create Your Dream Interior Design Plan
The perfect location for your next conference should be one that inspires creativity, encourages networking and aligns with your event theme. Creating an event design plan that boosts attendee participation will help you find an event venue that fits best with your unique vision. Use these three main elements when deciding on yours:
Understanding The Why
Understanding the why, is all about determining why you are running your conference. A conference is an opportunity for you to be a leader of change; to collect some of the biggest and brightest minds in your industry and solve a problem you all share. The problem could be a lack …
Understanding your target audience and audience demographic is paramount. Every element of the event should come together to create a positive experience for the attendees.For instance, a conference for people in the real estate industry would likely be very different than a conference for the tech industry. Many real estate professionals would appreciate some of the more traditio…
An agenda provides a guideline to your event for your own planning purposes and for your attendees. Your agenda should always link back to the reason ‘why’ you have organized the conference. If you know the problem you are trying to solve, and you know the conversations that people are having, you are already halfway there. With that information, you can plan the individu…
Agenda as A Vision
The agenda should be seen as your vision and flexible, not something that is set in stone. If something changes during the event you will be able to react accordingly and swap things around. You can make minor changes according to your crisis planning to help avert disaster. Operationally, the agenda must be planned down to the very minute. How many breaks will you h…
Planning your event budget is perhaps one of the more tedious tasks as an event planner. However, it is one of the most important steps when planning a conference. Setting a budget ensures you have exactly the right amount of money for your event. Obviously, this will directly affect your venue search. Whether your budget is ample and healthy or a little more strict, planni…
Accommodations are another aspect of your conference to consider when setting your budget. If people from all over the world are attending, accommodations are necessary. Having an affiliate or preferred accommodation will make the process a lot easier for your guests. Perhaps you want to pick aconference venue with accommodations on site? If you do not go that route, you need t…
Entertainment is an umbrella term that covers so many different aspects of your conference event. All entertainment must be considered in relation to the budget. For instance, many conferences with awards ceremonies will hire a comedian to introduce the winners. Or, a conference with a more open-minded demographic might have musicians or performers during …
So, now to choose that venue! If you have already completed most of the previous steps, this part of your planning should be infinitely easier. But, there are still many important considerations to think about before deciding. The venue is perhaps the most important decision you will have to make when organizing a conference. It’s the glue that keeps everything together. You want to m…
The style of your conference venue is important to think about during your venue search. Does your venue reflect the image of your organization? It’s okay to challenge the norms to a certain extent, but there’s no point in trying to be something you’re not. If you’re a corporate company with a formal approach to running your business a typical conference venue with tiered seating migh…
Convenient Location For Your Attendees
Venue Capacity and Additional Rooms
When choosing your event venue, it’s always better to overestimate your capacity needs than underestimate. For instance, if your event is expected to pull in at least 300 attendees, your venue capacity should comfortably fit 350 to 400 people. This will provide you with the breathing room you need to fit additional attendees if some show up and reg…
Wifi Capabilities For Large Groups
We are living in an ever more connected world, and WiFi connectivity is a necessity for productivity in all forms of business, including events. It’s important that you as an event planner and host have consistent connectivity to the internet. The best venues will have WiFi access available for your use on the day of your event. However, the standard hotel connection availabl…
Transportation and Parking Options
What good is an event if no one can get there? When selecting your venue, be sure to clarify all of the available transportation options, such as: 1. Metro rail services 2. Bus routes 3. Walking distances from hotels 4. Ridesharing availability (Uber, Lyft, Fasten, Sidecar, etc.) Provide this transportation information to your guests, along with transit hours and recommendations for tra…
What does your venue have to offer besides the space to host your event? These extra amenities can include: 1. A/V equipment: Renting or buying A/V equipment is expensive, and it helps save money when your event venue already has lighting, speakers, microphones, and video equipment ready for you to use. If so, the venue will most likely offer the equipment as part of a packaged d…
Event Date Flexibility
Things don’t always fall into place as you planned. Emergencies happen, weather doesn’t always cooperate, and schedules don’t always line up. That’s why it’s important to select a venue that gives you some sort of flexibility in scheduling your event. For example, if your event may require a date change, it helps to book a venue with a few open dates around that time to use as rain date…
Check Out These Other Event Planning Resources
Now that you’ve selected your event venue, be sure to follow the rest of the steps in my “Ten-Step Guide to Event Planning” to ensure the best event experience.
If your attendeesare all local to your business, it makes sense for your corporate venue to bein the immediate area. But what if your attendees work across threeoffices around the world? Or if they’re coming from many countries?
No matter whereyou choose to have your meeting, it needs to be accessible by a mixture oftransport links to suit everybody. If attendees will be coming by plane, yourvenue should be within easy reach of an airport. Metro links, busroutes, and even taxi stands are all useful to have within a short walk of yourvenue. This reduces the trouble you attendees have when getting to a…
Venue Size Required
The size of yourvenue could have a big impact on price and attendee experience. You don’t want toend up booking a huge venue only to have half of it filled, wasting money andmaking it look badly attended. Equally, you don’t want to cram attendees in andstruggle for seating. Make a list ofattendees and remember that some may cancel at the last minute. Choose a venuethat is spa…
Suitable Venue Style
A hedge fund’sstyle will be different from an eco-start up’s style when it comes to venuechoice. Even though the venue is a separate business to yours, it will still berepresenting your business when you host your meeting there. This means thatyou’ll want to choose a type of venue that complements your brand and type ofmeeting. From traditionaland sleek to fun and unusual, use …
For attendees whowill be coming from far away, accommodation options will be an importantfactor. Is there a wide variety of accommodation choices near your shortlistedvenues? If you’re considering a hotel’s conference room, does the hotel haverooms available for your dates? Ensuring there’snearby accommodation to fit a range of budgets is important if your attendeesw…
Technical glitchesare an event organizer’s nightmare, so check with your shortlisted venues abouttheir facilities. Will you need a microphone? A projector? Will you need toconnect a laptop to their presentation system? If you’re havinga guestspeaker, you’ll also need to check what theymight need. Checking technicalfacilities before you book is the best way to find out ahead o…
We’re not sayingyour attendees will RSVP just for the food, but planning for catering is apriority. Check if venues offer catering or whether you’ll need to hire outsidehelp. You’ll need toorganize a menu, cater for every attendee, and check for allergies anddietary requirements. Choosing a venue that can accommodate your catering needswill take a huge weight off your shoulders.
Choose The Best Venue For Your Corporatemeeting
The best venue foryour corporate meeting will be a venue that ticks all your boxes. Everybusiness and meeting is unique, but the fundamental planning is the same. Always ask abouttechnical facilities, parking availability, catering options, and capacity.When you make sure that the venue has everything you need and fits in with theethos and style of your business, you won’t get any n…